WHS Contractor Management Procedure - Whyalla City …€¦ · · 2017-10-17WHS CONTRACTOR MANAGEMENT PROCEDURE ... Ensure the health and safety of workers engaged, ... A worker

WHS CONTRACTOR MANAGEMENT PROCEDURE GDS Category: Human Resource Management

Public Document? NO Date: July 2016

Page 1 of 39 Version: 5

Review Date: July 2019

Electronic version on the Intranet is the controlled version. Printed copies are considered uncontrolled Before using a printed copy, verify that it is the current version

1. Overview

The Whyalla City Council (the organisation) recognises its obligation to:

Ensure the health and safety of workers engaged, or caused to be engaged by the organisation while the workers are at work in organisation’s business or undertaking, so far as is reasonably practicable.

Eliminate risks to health and safety, so far as is reasonably practicable and if it is not reasonably practicable to eliminate risks to health and safety, to minimise those risks so far as is reasonably practicable.

Consult, co-operate and co-ordinate activities with other persons conducting a business or undertaking (PCBU) who have a duty in relation to the same matter, so far as is reasonably practicable.

This procedure aims to:

(a) Ensure that the organisation adopts a systematic approach to the selection, engagement, induction, monitoring and evaluation of contractors, so that it only engages:

i. Competent providers of the goods and services they are contracted to provide; and

ii. Contractors who are able to demonstrate their ability to work within the requirements of the Work Health and Safety (WHS) Act and Regulations, Approved Codes of Practice and relevant legislation and industry standards.

(b) Develop communication processes that demonstrate consultation, cooperation and coordination between shared duty holders occurs, so far as is reasonably practicable.

This procedure deals with contracted work, which may include construction work as defined in the Work Health and Safety Regulations 2012. Users of this procedure are advised to ensure that all legal requirements for construction work are addressed. This may be assisted by use of the LGAWCS Model WHS Construction Activities Guidance Checklist.

This procedure must be read in conjunction with the organisation’s Procurement Policy, Procurement Framework and related procedures.

SIGNED: ………………………………… ………………………………………

CEO Chairperson, Health and Safety Committee

Date: _____/_____/_____ Date: _____/_____/_____

2. Core Components

The core components of the organisation’s WHS Contractor Management Procedure aim:

(a) Implement a selection process that:

i. Requires potential contractors to provide core information relating to their ability to work within legislative requirements and any additional information requested by the organisation, based on the hazards associated with the task or activity to be undertaken; and

ii. Provides documented information relating to reasonably foreseeable site specific activities and hazards to potential contractors for consideration in their submission; and

iii. Documents an assessment of the information contained in the potential contractor’s submission against legislative requirements and the organisation’s minimum WHS expectations for the proposed work;

(b) Engage contractors in the hazard identification and control process;






(c) Require appropriate communication processes between the organisation and its contractors to be in place that demonstrate that consultation, cooperation and coordination between shared duty holders occurs, so far as is reasonably practicable;

(d) Require an appropriate risk based schedule to be developed and implemented by the Contract Manager/Superintendent to monitor each contractor’s WHS compliance (and that there are systems in place for addressing non-compliance); and

(e) Maintain currency and relevance of the organisation’s contractor management systems through a process of monitoring and review.

3. Definitions

PCBU Person Conducting a Business or Undertaking.

Construction Project A project that involves construction work where the cost of the construction work is $450,000 or more.

[as defined by the Work Health and Safety Regulations 2012, Regulation 292]

Construction work Any work carried out in connection with the construction, alteration, conversion, fitting-out, commissioning, renovation, repair, maintenance, refurbishment, demolition, decommissioning or dismantling of a structure.

[as defined in the Work Health and Safety Regulations 2012, Regulation 289]

Contract/Project Manager/Officer

Person/s nominated by the organisation and appropriately trained to manage contracts on its behalf.

High Risk Construction Work

Construction work that:

(a) Involves a risk of a person falling more than 3 metres; or

(b) Is carried out on a telecommunication tower; or

(c) Involves demolition of an element of a structure that is load-bearing or otherwise related to the physical integrity of the structure; or

(d) Involves, or is likely to involve, the disturbance of asbestos; or

(e) Involves structural alterations or repairs that require temporary support to prevent collapse; or

(f) Is carried out in or near a confined space; or

(g) Is carried out in or near:

(i) a shaft or trench with an excavated depth greater than 1.5 metres; or (ii) a tunnel; or

(h) Involves the use of explosives; or

(i) Is carried out on or near pressurised gas distribution mains or piping; or

(j) Is carried out on or near chemical, fuel or refrigerant lines; or

(k) Is carried out on or near energised electrical installations or services; or

(l) Is carried out in an area that may have a contaminated or flammable atmosphere; or

(m) Involves tilt-up or precast concrete; or

(n) Is carried out on, in or adjacent to a road, railway, shipping lane or other traffic corridor that is in use by traffic other than pedestrians; or

(o) Is carried out in an area at a workplace in which there is any movement of powered mobile plant; or

(p) Is carried out in an area in which there are artificial extremes of temperature; or

(q) Is carried out in or near water or other liquid that involves a risk of drowning; or

(r) Involves diving work.

[as defined by the Work Health and Safety Regulations 2012, Regulation 291]






Job Safety Analysis (JSA)

A document which records the risks associated with an activity and the controls to be followed to complete the activity safely.

Monitoring Process of reviewing the activities undertaken to ensure they are being conducted safely and in accordance with documented requirements.

Preferred Contractor Register

A list of contractors who have:

(a) demonstrated their ability to work within the requirements of the Work Health and Safety Act and Regulations, Approved Codes of Practice and relevant legislation and industry standards; and

(b) been assessed as having the necessary experience and skill to perform the contract work safely.

Principal Contractor The PCBU that commissions a construction project is the principal contractor, unless the person appoints another person conducting a business or undertaking to be the principal contractor and authorises such person to have management or control of the workplace and discharges the duties of the principal contractor.

[As defined in the WHS Regulations 2012, Regulation 293 and explained in the model Code of Practice Construction Work].

ReturntoWorkSA Previously known as WorkCover SA.

Safe Work Method Statement (SWMS)

A document required for high risk construction work that will:

(a) Identify the work that is high risk construction work;

(b) Specify hazards relating to the high risk construction work and risks to health and safety associated with those hazards;

(c) Describe the measures to be implemented to control the risks; and

(d) Describe how the control measures are to be implemented, monitored and reviewed.

[As defined in the Work Health and Safety Regulations 2012, Regulation 299]

WHS Management Plan

A document which records the significant prescribed information relating to WHS for a construction project.

[As required and prescribed under by the Work Health and Safety Regulations 2012, Chapter 6, Part 4]

[Refer to WHS Contractor Management Template (4-5-450) for a checklist of the required contents of a WHS Management Plan]

Worker A person is a worker if the person carries out work in any capacity for a PCBU, including work as:

(a) A worker; or

(b) A contractor or subcontractor; or

(c) A worker of a contractor or subcontractor; or

(d) A worker of a labour hire company who has been assigned to work in the person's business or undertaking; or

(e) An outworker; or

(f) An apprentice or trainee; or

(g) A student gaining work experience; or

(h) A volunteer; or

(i) A person of a prescribed class.

[as defined in the Work Health and Safety Act 2012, Section 7].






4. Procedure

4.1. Managing Contracts

4.1.1. The Executive Management Team will appoint persons with the responsibility to:

(a) Manage contracts (in line with the organisation’s contract management procedure);

(b) Maintain the organisation’s Preferred Contractor Register; and

(c) Oversee contracts in their work area.

4.1.2. Procurement Officers for the organisation will:

(a) Develop and maintain the organisation’s Preferred Contractor Register;

(b) Prior to engaging contractors, review the required work with the Contract/Project Manager and provide any pertinent hazard information relating to circumstances of the proposed work that the organisation is aware of (such as the presence of hazardous substances at the worksite, difficulties in accessing the worksite, etc.) to the contractor for consideration in their submission (refer to 4-5-450 WHS Contractor Management Template - Hazard Identification checklist);

(c) Integrate the WHS contractor management requirements into the organisation’s procurement processes for the selection and engagement of contractors;

(d) Make sure that contractual documentation is in place and specifies:

i. Which party is the principal contractor (if relevant) when construction work is being undertaken;

ii. Which party has control of the workplace;

iii. The requirement to notify the Contract/Project Manager as soon as practicable if an incident occurs whilst contractors are undertaking contracted work; and

iv. The person/role responsible for the statutory reporting and management of a notifiable incident.

(e) When engaging contractors, obtain the following documentation, dependent on project value and type:

Project value / type Requirements

Less than $450,000 Risk assessment & JSA

High risk construction work (less than $450,000) SWMS & Risk Assessment

$450,000 or more (becomes a construction project) WHS management plan (includes risk assessments & SWMS)

High risk construction work ($450,000 or more – is a construction project )

SWMS + WHS management plan

Note: Refer to the WHS Construction Activities Guidance Checklist (Template No. 4-5-454) if construction work is being undertaken, to complete an assessment to determine which category the work fits into and what the specific requirements for each category are.

4.2. Preferred Contractor Register

4.2.1. Inclusion on the Preferred Contractor Register will be contingent on the contractor providing the following information together with a Preferred Contractor Registration Application Form (4-5-167) or via the online Contractor Validation System:

(a) Core information, which includes, as a minimum, the following:

i. A Certificate of Currency for Public Liability Insurance;

ii. Evidence of current ReturntoWork SA registration (if applicable);

iii. Identification of a person within the organisation responsible for WHS;






iv. Copy of current relevant licences and certifications;

v. Statement of agreement to work within the remit of any and all appropriate WHS requirements;

vi. Evidence of WHS policies and procedures that comply with legislative requirements and the organisation’s minimum WHS standards; and

vii. Appropriate documentation that demonstrates that the hazards relating to the activities covered by the contractor have been identified, assessed and controlled (refer 4.1.2(e)) and that any other specific legislative requirements are being met for the work being undertaken e.g. SWMS for high risk construction work, confined space risk assessments, asbestos removal documentation, etc.

(b) Additional information that is required based on the level of risk and the task or activity to be undertaken, which may include:

i. Summary of WHS policies, procedures and instructions e.g. WHS Management System;

ii. Sample(s) of Risk Assessments, Safe Operating Procedures/Safe Work Instructions relevant to the task;

iii. Incident reporting and investigation process, including a sample of an incident report form;

iv. Licence and training records, including an explanation of how the required licences are obtained and kept current;

v. Emergency response and/or management plans; and

vi. Evidence of meeting any other reasonable requirements that the organisation deems appropriate.

4.2.2. Once the contractor has submitted the information (in accordance with 4.2.1 and 4.2.2) Procurement Officers will review and assess their WHS information to ascertain whether the contractor meets the organisation’s minimum standards.

(a) Any detail of the technical aspects of the work that need clarification, including appropriateness of the risk assessment, JSA, SWMS or WHS Management Plan will be reviewed and confirmed by the appropriate Contract/Project Manager or WHS Coordinator, where the task is within the organisation’s expertise.

(b) The assessment will be documented and authorised and an entry made in the Preferred Contractor Register. The relevant Contract/Project Manager will be notified of the addition.

(c) Should additional information or clarification be required, the contractor will be advised of such and that they cannot be added to the Preferred Contractor Register until it has been provided.

(d) Should the contractor not have appropriate systems or documentation in place, the organisation may assist them in understanding the requirements for an appropriate WHS Management System, and refer the contractor to further sources of assistance such as SafeWork SA or industry bodies. The contractor will not be used or begin work until appropriate safety documentation is in place.

4.2.3. Maintenance of the Preferred Contractor Register:

Procurement Officers will regularly review the Preferred Contractor Register to confirm that:

(a) Any changes to the information provided by contractors in accordance with Clause 4.2.1 above is communicated to the organisation and updated in the organisation’s records;

(b) Contractors who want to remain on the Preferred Contractor Register are invited to re-apply on an ongoing basis and agree to provide current insurance, registration and licences annually, or more frequently, as otherwise requested by the organisation; and






(c) The contractor’s performance is monitored and recorded and taken into consideration prior to renewal of their registration. A contractor whose performance consistently fails to meet the organisation’s minimum WHS standards and does not satisfactorily address any issues will be removed from the Preferred Contractor Register.

4.3. Contractor engagement

4.3.1. If the organisation identifies the need for a contractor to be engaged, the Contract/Project Manager will identify appropriate contractors from the Preferred Contractor Register.

4.3.2. Wherever possible, a contractor from the Preferred Contractor Register will be engaged in line with the organisation’s Procurement Policy.

4.3.3. Prior to engaging a contractor, the Contract/Project Manager in conjunction with the Procurement Officer will:

(a) Check that all insurances, registrations and licences are current;

(b) Determine what further information might be required to be provided to the contractor (for example see 4.1.2(b) above) to assist with the provision of risk assessments, JSA’s, SWMS, WHS Management Plan or any other aspect e.g. the tendering process;

(c) Determine what further information might be required in order to demonstrate the contractor’s competency for the work, which was not provided or assessed as part of the Preferred Contractor Register registration process.

(d) Determine whether additional (non-standard) contract provisions are required when drafting the agreement between the organisation and the contractor for the works.

4.3.4. Sub-Contractors

(a) Contractors who use sub-contractors will ensure that those sub-contractors have and follow safe systems equivalent to those required by the organisation, (as a minimum) and/or the contractor (where their standards are higher than the organisation’s).

(b) In agreeing to the use of sub-contractors, the Contract/Project Manager will confirm that the contractor has adequate processes in place to select, induct and supervise their sub-contractors.

(c) The Contract Project/Manager will apply the same standards to the management of sub-contractors as is applied to contractors, but will also make sure that the contractor is informed of any relevant communication and consultation provided directly to their sub-contractor(s) and workers.

4.4. Use of contractors not on the Preferred Contractor Register

4.4.1. A contractor not on the Preferred Contractor Register may only be engaged in a situation where:

(a) There is an immediate requirement for the service or an immediate risk to the work health and safety of workers; and

(b) Contractors on the Preferred Contractor Register with the appropriate expertise are not available to perform the work within the time frames required; or

(c) There are no contractors on the Preferred Contractor Register for the type of work; and

(d) Time does not permit the full completion of the approval process for the contractor.

4.4.2. In these cases, the Contract/Project Manager may engage a contractor not on the Preferred Contractor Register but will:

(a) Confirm that the contractor provides evidence of current insurances, registrations and relevant licences, training or experience;

(b) Make sure the contractor is made aware of the organisation’s WHS expectations; and

Obtain authorisation from the relevant Group Manager.






4.5. Engaging contractors to conduct the work

4.5.1. The Procurement Officer and/or Contract/Project Manager will complete the documentation as outlined in sections 4.5.2 – 4.6.1 for all contracts.

4.5.2. Selection

(a) On selection of an appropriate contractor to undertake contract work, Sections 1, 2 and 3 of the WHS Contract Management – Selection, Induction and Monitoring Template (Template No. 4-5-450) will be completed to record the details of the contract and the contractor.

(b) The Contract/Project Manager will manage the contracted work on behalf of the organisation, including documenting all planning and communications in relation to consultation, cooperation and coordination of work activities, in accordance with the WHS Communication and Consultation procedure.

4.5.3. General Induction

(a) At the commencement of the contract, the Procurement Officer will organise for the Contractor to undertake the organisation’s online Contractor Induction.

(b) The Contract/Project Manager will also induct the contractor by:

i. Communicating any requirements as specified in the contract documentation;

ii. Communicating the organisation’s WHS policies and procedures that may be relevant to the contract or relevant to carrying out the works;

iii. Recording the induction by completing the Site Induction Checklist in the WHS Contract Management – Selection, Induction and Monitoring Template (Template No. 4-5-450); and

iv. Recording and communicating the known hazards pertaining to the contract using the Hazard Identification form in the WHS Contract Management – Selection, Induction and Monitoring Template (Template No. 4-5-450);

(c) Once inducted, the contractor is required to:

i. Complete and provide any work/site specific hazard management documentation e.g. risk assessment, JSA, SWMS or WHS Management Plan (Refer to WHS Contract Management – Selection, Induction and Monitoring Template (Template No. 4-5-450));

ii. Communicate the induction information as well as the details of risk assessments, JSA, SWMS or WHS Management Plan to its employees, sub-contractors and other affected workers.

iii. Keep and maintain records of inductions, training, risk assessments, JSA, SWMS and WHS Management Plan provided to its employees, subcontractors or other workers, and will provide copies of these to the organisation as required.

4.5.4. Site Induction

(a) Wherever reasonably practicable, a site induction will be undertaken to confirm the contractor and workers are aware of any site specific hazards identified by the organisation.

(b) If it is not reasonably practicable to undertake a site induction, the Contract/Project Manager will require the contractor to conduct and document a hazard identification and risk assessment, JSA or SWMS before work commences and take steps to check that this has been done.

Information communicated by the organisation through the induction does not relieve the contractor from their legislative and statutory obligations for WHS or any other matter.






4.6. Contractor monitoring and evaluation

4.6.1. During the course of the contract, based on the level of risk, the organisation’s Contract/Project Manager will:

(a) Develop a monitoring/inspection regime, based on the complexities and risks identified in the course of the initial risk assessment;

(b) Monitor the contractors performance:

i. In line with the developed monitoring/inspection regime

ii. Against the risk assessment, JSA, SWMS or WHS Management Plan provided by the contractor; or

iii. By using the Contractor Monitoring checklist in the WHS Contract Management – Selection, Induction and Monitoring Template (Template No. 4-5-450); to monitor identified hazards, check that agreed controls are being implemented and corrective actions identified, communicated and closed out;

(c) Interrupt the work if the organisation’s approved safety standards are breached or the work is not being conducted in accordance with the supplied JSA, SWMS or WHS Management Plan (where applicable);

(d) Verify that corrective actions identified have been effectively closed out within the designated timeframes;

(e) Evaluate and document the contractor’s performance

i. Using the WHS Contract Management – Selection, Induction and Monitoring Template (Template No. 4-5-450);

ii. Then forward it to the Procurement Officer for noting in the Preferred Contractor Register and entry into the organisation’s records management system.

(f) Corrective actions may be included in the organisation’s Corrective and Preventative Action Register to provide data analysis capabilities with regard to contractor management issues and trends.

4.7. Incidents during contractor activities

4.7.1. If an injury or incident occurs during contracted work, the person/s involved should, if safe to do so, take whatever steps are necessary to control the hazard and seek first aid or emergency assistance. This may include following the control measures documented in the organisation’s or contractor’s emergency plan.

4.7.2. Where the organisation has control of the workplace:

(a) The WHS Incident Reporting and Investigation procedure will be complied with, including the requirement that the site where the incident occurred is not disturbed until an inspector arrives at the site or any earlier time that an inspector directs;

(b) The Contract/Project Manager will contact the Manager People and Performance Development as soon as practicable after being notified of the incident, who will ascertain whether statutory reporting is required, or provide further direction and assistance; and

(c) If the contractual requirements specify that the contractor is to report notifiable incidents to the regulator(s), the Contract/Project Manager will seek evidence from the contractor of the confirmation of notification given by the regulator.

4.7.3. Where a principal contractor (or other PCBU) has control of the workplace:

(a) The principal contractor (or other PCBU) will notify the Contract/Project Manager of the injury or incident and the immediate control measures put in place by the principal contractor (or other PCBU) to prevent further harm or damage as soon as reasonably practicable;






(b) If the injury is notifiable, the Contract/Project Manager will seek evidence from the contractor of the confirmation of notification given by the regulator.

4.8. System monitoring and evaluation

4.8.1. Procurement Officers will regularly review:

(a) The Preferred Contractor Register to ensure it remains accurate and up-to-date and provide direction on necessary updates as required;

(b) Contractor files to monitor and verify that required information has been supplied and retained; and

(c) Contract/Project Manager skills and knowledge to make sure that the organisation and its contractors are meeting legislative compliance and contractual obligations.

4.8.2. The management team will:

(a) Review hazard incident statistics, audit results, legislative changes and other information relating to the contractor management process and direct action when required. Minutes should record outcomes of discussions and actions undertaken;

(b) Include the WHS contractor management procedure as part of the ongoing management review process and respond to findings of internal audit as relevant;

(c) Set, monitor and review objectives, targets and performance indicators for any program related to contractor activities as relevant.

5. Training

5.1. The organisation’s training needs analysis will identify the training needs for those persons required to:

5.1.1. Undertake a Contract/Project Manager role;

5.1.2. Use or interact with the contract management process, as per their job role;

5.1.3. Use or apply the organisation’s procurement process;

5.1.4. Manage construction work including use of the WHS Construction Activities Guidance Checklist;

5.1.5. Manage the Preferred Contractor Register; or

5.1.6. Undertake any other responsibilities related to contractor management.

5.2. Contractors will undertake a general induction and, where reasonably practicable, a site induction.

6. Records

The following records will be maintained:

6.1. Preferred Contractor Register;

6.2. Contractual arrangements including:

6.2.1. Proof of appropriate Public Liability Insurance Cover;

6.2.2. Proof of current ReturntoWork SA registration (if applicable);

6.2.3. Identification of contractor personnel responsible for Work Health and Safety;

6.2.4. Copy of current relevant licences and certifications; and

6.2.5. Statement of agreement to work within the remit of appropriate WHS requirements or provision of evidence as part of the work tendering process to meet compliance with relevant legislative requirements for the work being undertaken.

6.3. JSA(s), Risk Assessment(s), SWMS(s) and WHS Management Plan (where relevant) for the activities covered by the contractor;






6.4. Any additional information requested at 4.2.1(b);

6.5. Training records;

6.6. Communication, consultation, coordination and cooperation records between duty holders;

6.7. Any other records relating to legislative compliance; and

6.8. Statutory notifications.

Copies may be retained by other parties, but must be marked “copy”. All original records will be managed in line with the current version of General Disposal Schedule 20 for Local Government.

7. Accountabilities & Responsibilities

7.1. The Executive Management Team is accountable for:

7.1.1. Monitoring compliance to the Council’s legislative responsibilities for contractor management;

7.1.2. Budgetary expenditure for contractor management;

7.1.3. Setting objectives, targets and performance indicators for any contractor management program, as relevant;

7.1.4. Checking that there is a system for providing managers and supervisors with training which enables them to:

(a) Apply the requirements of the contractor management procedure to the areas and activities under their control;

(b) Apply the requirements of the organisation’s Procurement Policy and related procedures, as relevant;

(c) Provide adequate training and supervision to the persons under their control;

7.1.5. Consulting with other PCBUs, so far as is reasonably practicable, if their duty of care overlaps;

7.1.6. Checking, so far as is reasonably practicable, that reasonably foreseeable hazards are identified, assessed and controlled when elimination is not practicable;

7.1.7. Monitoring the Hazard/Risk Register and the Corrective and Preventative Action Register and enforcing close out of items as required;

7.1.8. Reviewing the effectiveness of contractor management processes; and

7.1.9. Including contractor management within the management review process.

7.2. Group Managers are accountable for:

7.2.1. Appointing a nominated person to manage the Preferred Contractor Register;

7.2.2. Appointing Contract/Project Manager(s) to manage or oversee contracted work;

7.2.3. Providing the Contract/Project Manager, Procurement Officers and other workers involved with the contractor management process with necessary information, instruction, training and supervision to apply the organisation’s contractor management procedure;

7.2.4. Checking that contractor management procedures are being complied with and, if not, taking necessary corrective action;

7.2.5. Checking that the Preferred Contractor Register is maintained and, if not, taking necessary corrective action;

7.2.6. Reviewing contractor files to monitor and verify that required information has been supplied and retained; and

7.2.7. Authorising contractors not on the Preferred Contractor Register.






7.3. Contract/Project Managers are accountable for:

7.3.1. Complying with the organisation’s contractor management and procurement processes;

7.3.2. Utilising the Preferred Contractor Register, where possible, and checking that all information is current and relevant to the contracted work;

7.3.3. Implementing the WHS Contractor Management – Selection, Induction and Monitoring process;

7.3.4. Implementing, maintaining and monitoring the WHS Contractor Management process;

7.3.5. Supporting and assisting in the development and maintenance of the Preferred Contractor Register;

7.3.6. Communicating and consulting with shared duty holders and workers involved in the contract and documenting this;

7.3.7. Making sure PCBUs have been given any information the organisation has in relation to hazards and risks at or in the vicinity of the workplace where the work is to be carried out as part of the selection and engagement process;

7.3.8. Reviewing and assessing the suitability of contractor WHS and hazard management systems (in consultation with Procurement Officers and the WHS Coordinator as required);

7.3.9. Developing a documented monitoring and inspection regime to assess contractor’s performance and confirming that any corrective actions identified are communicated and closed out within specified timeframes;

7.3.10. Obtaining and retaining required WHS documentation relating to the contract;

7.3.11. Making sure contractual documentation specifies which party is the principal contractor and has control of the workplace (as required);

7.3.12. Providing contractors with a general induction and, where reasonably practicable, a site induction; and

7.3.13. Making sure incidents that occur during contracted works are reported and investigated appropriately (including verifying that mandatory notifications have occurred, if applicable).

7.3.14. Determining the frequency of monitoring based on the level of risk associated with the contract (as per the WHS Contractor Management – Selection, Induction and Monitoring template 4-5-450).l

7.4. Procurement Officers are accountable for:

7.4.1. Maintaining the Preferred Contractor Register and currency of information;

7.4.2. Documenting the organisation’s procurement processes and contractual requirements; and

7.4.3. Reviewing and assessing contractor’s WHS information (in consultation with the Contract/Project Manager and WHS Coordinator, as required) to ascertain whether the contractor meets the organisation’s minimum WHS standards.

7.5. The WHS Coordinator is accountable for:

7.5.1. Participating in reviewing and assessing contractor’s WHS information (in consultation with Procurement Officers and Contract/Project Manager, as required) to ascertain whether the contractor meets the organisation’s minimum WHS standards

7.6. The Manager People and Performance Development is accountable for:

7.6.1. Making sure training for workers with responsibilities related to contractor management is identified and delivered and the Training Needs Analysis and Training Register is kept up to date;

7.6.2. Undertaking statutory reporting when required;

7.6.3. Making sure the LGAWCS has been notified when any statutory reporting has occurred;






7.6.4. Maintaining legislative currency of procedures and systems in relation to contractor management; and

7.6.5. Initiating audit and review activities as required.

7.7. Workers are accountable for:

7.7.1. Reporting work methods of contractors that place people and property at risk to the Contract/Project Manager or their line manager;

7.7.2. Reporting incidents resulting from work carried out by contractors involving them in accordance with the WHS Incident Reporting and Investigation procedure;

7.7.3. Seeking assistance to manage identified hazards as required.

7.8. The Health and Safety Committee is accountable for:

7.8.1. Facilitating consultation between relevant workers and the management team in matters relating to contractor management; and

7.8.2. Monitoring the Hazard/Risk Register and Corrective and Preventative Action Register and referring issues that require management direction or enforcement to the management team.

7.9. Health and safety representatives may:

7.9.1. Facilitate consultation between management and workers in relation to any contractor management issue that affects the workgroup they represent; and

7.9.2. Request and assist in the review and revision, where necessary, of risk control measures related to the management of contractors.

8. Review

8.1. The Contractor Management procedure will be reviewed by the management team, in consultation with workers or their representatives, every three (3) years or more frequently if legislation or organisational needs change. This may include a review of:

8.1.1. Feedback from managers, workers, HSRs, HSC, contractors or other relevant stakeholders;

8.1.2. Legislative compliance;

8.1.3. Performance Standards for Self-Insurers;

8.1.4. Internal or external audit findings;

8.1.5. Incident and hazard reports, claims costs and trends ; and

8.1.6. Other relevant information.

8.2. Results of reviews may result in preventative and/or corrective actions being implemented or revision of this document.

9. References

Work Health and Safety Act 2012

Work Health and Safety Regulations 2012

General Disposal Schedule 20 for Local Government

ReturnToWorkSA’s Performance Standards for Self-Insurers

Code of Practice: How to Manage Work Health and Safety Risks

Code of Practice: Work Health & Safety Consultation, Cooperation & Coordination

Code of Practice: Construction Work






10. Related documents

WHS Contractor Management Policy

WHS Contractor Management – Selection, Induction and Monitoring (Template No. 4-5-450)

WHS Construction Activities Guidance Checklist (Template No. 4-5-454)

Preferred Contractor Registration Application Form (Template No. 4-5-167)

Risk Assessments/JSAs, SWMS, WHS Management Plan

WHS Hazard Management procedure

Hazard / Risk Register

Corrective and Preventative Action Register

Training Needs Analysis / Training Register

Preferred Contractor Register

LGA Procurement Handbook and associated documents

11. Review History

Document History:

Version No:

Issue Date: Description of Change:

1.0 Oct 2008 New Document, October 2008, Version 1 implemented January 2009 as part of the inaugural OHS&W “One System”.

2.0 April 2012 Version 2 implemented following review/revision of the procedure by LGAWCS and Council April 2012.

3.0 Oct 2012 Further Version 3 updated and adopted as of 11 October 2012 Major change.; inclusion of Core Components; inclusion of flowchart, Reformat to One System template for Procedure Attachment 1 has minor changes to formatting; inclusion of modified instructions for section 4, regarding suggestions for controls.

4.0 Jan 2015 Terminology changes to reflect 2012 WHS Act, Regulations and Codes of Practice. Examples of changes include; OHS to WHS and employee to worker where appropriate. New section on responsibility to manage contracts. Extension of the definitions section and information on engaging a contractor. Inclusion of processes and reference to the classification of construction work. Expansion of section 6 of the selection induction and monitoring tool to include SWMS example and more guidance around format and use. Inclusion of the WHS – Construction Activities Guidance Checklist. Endorsed by the WHS Committee on 17 March 2015. Adopted by EMT on 19 March 2015.

5.0 July 2016 Review of Sections 1 & 2 to differentiate between objectives & core components; addition of definitions for construction work and Preferred Contractor Register, (& amendments to other definitions, for clarity); old attachment 5 deleted & table inserted in 4.1.2 for ease of reading; updated construction project definition (& related references) to reflect $450K monetary value; modifications to Section 4 to better reflect Core Components & incident reporting requirements; additions of accountabilities to better reflect contents of Section 4; addition of Preferred/Approved Contractor Registration checklist & WHS Management Plan checklist; review of attachments to improve usability and reduce number, (renumbered as appendices); language & formatting. Endorsed by the WHS Committee: 19 July 2016 Adopted by EMT: 18 July 2016

WHS CONTRACTOR MANAGEMENT – Selection, Induction and Monitoring Template

Template No. 4-5-450 GDS Category: Human Resource Management




Electronic version is the controlled version. Printed copies are considered uncontrolled. Before using a printed copy, verify that it is the current version.

Attachment 1 - WHS Contractor Management – Selection, Induction and Monitoring

Insert Annexure letter (eg A B C D E)

THE CORPORATION OF THE

CITY OF WHYALLA

WORK HEALTH AND SAFETY

CONTRACTOR MANAGEMENT

SELECTION, INDUCTION AND MONITORING TEMPLATE

Insert Contract Name Insert Contract Number

(Procurement Department to attach this Template to tender documentation) Sections 1 - 3 Procurement Department to complete after contract is awarded – (WHS and

information from Council perspective and proof of ticketing / licensing). Section 4 Contract/Project Manager (or WHS Coordinator) to undertake during tender

process and prior to commencement of any works. Section 5 - 9 Contract/Project Manager to ensure completion of Job Safety Analysis (JSA) /

Risk Assessment / Safe Work Method Statement / WHS Management Plan by tenderer / contractor. The Contract/Project Manager’s Group Manager to also check and sign documents prior to commencement of work.

Section 10 Procurement Department to ensure online contractor induction is completed

prior to commencement of any works. Section 11 - 13 Contract/Project Manager to undertake site specific induction, site meetings

and monitoring. Section 14 Contract/Project Manager to complete upon completion of works, scan and

record this and all relevant documents/supporting documents as one document and then record on records management system. Copy to go to records and copy to Procurement Department for inclusion in project file and preferred suppliers list.







1. CONTRACTOR DETAILS

Company / Business name:

ABN (Australian Business Number):

Street Address:

Postal Address:

Contact Person: Phone: Fax:

E-mail: Mobile Phone:

Insurances / indemnity, etc.

Public Liability Details/Expiry:

Return to Work Registration/ Expiry:

Other:

2. CONTRACT OVERVIEW Brief description of contract:

Period of contract:

Time - from: to:

Location of work:

Nature of Work: Construction work Yes No

If yes, risk assessment received? Yes No

High risk construction work Yes No

If yes, SWMS received? Yes No

Construction project Yes No

If yes, WHS Management Plan received? Yes No

Other

3. COUNCIL CONTACT Project Manager: Phone:


Project Manager’s representative:

Phone:








Work Zone Traffic Management

Required: Yes No

Name Expiry Date

/ /

Name Expiry Date

/ /

Name Expiry Date

/ /

Name Expiry Date

/ /

Copies of tickets supplied Yes N/A

WZTM Plan received and checked Yes N/A

WZTM Safe Work Method Statement completed Yes N/A

Plant/ Vehicle Registration:

Reg. Number:_______________ Expiry: Date:_______








Confined Space Permit:

Required: Yes No

Confined Space Permit issued Yes N/A

Confined Space Safe Work Method Statement completed Yes N/A

Copy of the Emergency response plan to be retained.

Hazardous Chemicals:

Contract/Project Manager to sight any SDS and associated Risk Assessments for any Hazardous Chemicals to be used onsite for this contract and ensure the Contractor makes them available to all workers onsite.

Sighted: Yes N/A

Hot Work (Welding & Grinding):

Required: Yes No

Hot Work Permit issued Yes N/A

Hot Work Safe Work Method Statement completed Yes N/A

Construction / High Risk Construction Work:

If the work is Construction or High Risk Work, has a Safe Work Method Statement been completed? Yes No

If the work is construction work valued at $450,000 or over, has a WHS Management Plan been completed?

Yes N/A

Working at Heights:

Required: Yes No

Work at Heights Permit issued Yes N/A

Working at Heights Safe Work Method Statement completed Yes N/A

White Card / Certificate of Competency:

Copies of white card / work safely in the construction industry certificate of competency supplied or on contractor file.

Yes N/A

Trades Certificates and Licences:

Tradespeople with electrical license, plumber and gas-fitter, carpenter and joiner, bricklayer, builder, refrigeration and air-conditioning mechanic, auto-gas installer.

Current certificates verified by Contract/Project Manager Yes N/A

Builder/Contractor Licence from Consumer and Business Services verified by Project Manager Yes N/A

Contract Employees:

Name: ________________________________

Name: ________________________________

Name: ________________________________

Name: ________________________________

Name: ________________________________

High Risk Licenses:

WP-Boom lift LB-Backhoe LG-Grader

LL-F E Loader LR-Roller LS-Skid Steer

LF-Forklift LZ-Bulldozer

All relevant licenses supplied / on file Yes N/A

License Classes:

C-Car LR-Light Rigid

MR-Med Rigid HR- Heavy Rigid

HC-Heavy Comb MC-Multi Comb R-Motorcycle

All relevant licenses supplied / on file Yes N/A

COPIES OF LICENSES ARE TO BE RETAINED IN CONTRACTOR FILES

4. RECORD DETAILS OF LICENCES AND PERMITS REGARDING THIS CONTRACT







5. HAZARD IDENTIFICATION RELATING TO THIS CONTRACT Prior to engaging a contractor, Council conducts a hazard identification and risk assessment process in line with the organisation’s procedures. Where there are hazardous components relating to the work or the work environment these should be identified and documented on the appropriate table regarding the relevant controls or precautions, as well as any licence or permit details required. The contractor is required to nominate how they will control any hazards identified by the organisation prior to commencing work. The identification table below is not all encompassing and any additional hazards identified should also be recorded with this document. Contract details Type of work: Location of work:

Hazard Identification Asbestos / lead Lighting Uneven / slippery surfaces Chemical exposure Manual handling/ ergonomics Untrained / unlicenced workers Compressed air/pressure/ vacuum Noise UV exposure Confined Space/hazardous atmosphere Open bodies of water Welding Demolition Others Working in the vicinity Working at heights Diving Plant / equipment / machinery Working on or near live electricity Electrical Powered mobile plant Working over a pit hole Excavation / trenching Remote / isolated work Other (add to monitoring checklist):

Falling objects Restricted access

Fire / explosion Site access / security

Gas / fumes Soil contamination

Heat sources Traffic / pedestrians

Inclement weather Trenching / excavation

Lack of first aid/emergency plan Underground/overhead services

Controls or precautions in relation to this contract Physical isolations Plant & Equipment Personal Protective Equipment Barricading Elevating work platform Clothing (long sleeved shirt, trousers, overalls) Electrical Forklift Eye wear (sunglasses, safety glasses, goggles, face shield) Gas Ladder Gloves (safety, chemical, heavy duty, riggers) Hydraulic Safety data sheet Head wear (broad brimmed hat, hard hat, welding helmet) Traffic Permits to Work: Hearing protection Pneumatic Confined space High visibility vest or clothing Water Hot work Respirator/mask Other: Working at heights Safety boots Excavation & Trenching Safety harness Other: Spill containment kit Wet weather gear

Is the work high risk construction work? Yes No If yes, a Safe Work Method Statement is required prior to the commencement of work.

Is the work construction work valued at $450,000 or over? Yes No If yes, a WHS Management Plan is required prior to the commencement of work.

Contract/Project Manager has given contractor a copy of this, along with any additional information the Council has in relation to hazards and risks at or in the vicinity of the workplace where the work is to be carried out Yes No

Prior to the commencement of work, the contractor is required to confirm the hazard(s) identified and document the controls or precautions as outlined here and provide all required licences and/or permit details.

/ / Name (Council Contract/Project Manager) Sign Date







6. JOB SAFETY ANALYSIS (JSA) Contractors must complete a JSA prior to commencing work if the contracted work does NOT involve high risk construction work and the value of the work is less than $450,000, but involves: (f) Confined Space work (g) Demolition (h) Diving work (i) Electrical work (j) Excavation (k) Fall risks e.g. working in the vicinity of an edge, in or on an elevated workplace etc (l) Falling objects (m) Hazardous manual tasks (n) Hot work (o) Noise (p) Remote or isolated work (q) Working adjacent to moving traffic or pedestrians/public (r) Working on or near live electricity (s) Working over a pit/hole (t) Working with hazardous chemicals, including asbestos or lead, or (u) Working with plant A JSA is the process of critically examining a work task and re-engineering that task to ensure that the necessary and relevant health and safety principles are followed. (Please see the attached JSA Worksheet). The following steps apply in a JSA:

Activity List the tasks required to perform the activity in the sequence they are carried out Hazards Against each task list the hazards that could cause injury when the task is performed Risk control measures List the control measures required to eliminate or minimise the risk of injury arising

from the identified hazard The aim is to adopt the control measure most capable of either eliminating or minimising the risk at the source. The hierarchy of control should be applied i.e. elimination, substitution, isolation, engineering control, administrative (supervision, training, Safe Operating Procedure), Personal Protective Equipment (goggles, gloves, hard hat, overalls, boots).

Who is responsible Write the name of the person responsible (supervisor or above) to implement the control measure identified







JOB SAFETY ANALYSIS TEMPLATE Company name: Date: JSA No.: Site Name: Permit to work requirement: Yes No Contractor: Approved by: Activity: Activity List the tasks required to perform the activity in the sequence they are carried out.

HazardsAgainst each task list the hazards that could cause injury when the task is performed.

Risk Control MeasuresList the control measures required to eliminate or minimise the risk of injury arising from the identified hazard.

Who is responsible?Write the name of the person responsible (supervisor or above) to implement the control measure identified.

/ / Contract/Project Manager (Council): Signature: Date: / / Group Manager Approval (Council): Signature: Date:







7. RISK ASSESSMENT

Project / Contract / Job Name: Assessment Date:

Organisation: ________________________________________________________________ Overall Risk Rating: ☐ Very High ☐ High ☐ Medium ☐ Low Over

Site: RISK ASSESSMENT TEAM

Location: NAME POSITION SIGNED DATE Other:

Previous History:

EXTERNAL ORGANISATION MANAGER/PRINCIPAL: WHYALLA COUNCIL GROUP MANAGER APPROVAL:

Name: Name:

Signed: Date: Signed: Date:







1

Elements at Risk Cue Sheet

Code Work Health and Safety…Is there a personal injury / illness or death due to …. Applicable?W1 Detonation / ignition of flammable or explosive materials / dust explosion W2 Fire resulting from runaway uncontrolled chemical reaction or from reaction of incompatible

materials

W3 Fire resulting from ignition source / static discharge in hazardous area W4 Fire resulting from decomposition reaction / spontaneous combustion W5 Chemical reaction / chemical exposure (spill, leak, use or handling) W6 Risk of exposure to asbestos W7 Suffocation (lack of oxygen, exposure to toxic chemical vapours, exposure to toxic

combustion products, exposure to toxic chemical reaction gases)

W8 BLEVE (Boiling Liquid Expanding Vapour Explosion)/Overpressure of vessel or tank W9 Electrocution / electric shock W10 Hot work – welding, grinding, oxy cutting (permit required)

W11 Manual handling – lifting, pushing, pulling, twisting, stopping and repetitive movements

W12 Confined Spaces (permit required) W13 Ergonomics – work area layout is cluttered and difficult to work in, requires one posture to

be sustained for a long period of time, insufficient lighting, poor visibility or vibrations through any part of the body

W15 Inclement weather – hot, cold, humid, uncomfortable conditions W16 Task – presents hazard to certain personnel, e.g. pregnant, particular health problem, new

starter – requires a relatively high level of strength, flexibility, skill or experience

W17 Task – generates hazards posed by clothing, hair or PPE which hinder movement or operations

W18 Feedback has been received from workers in relation to the task, e.g. discomfort, physically strenuous

W19 Plant and equipment (entanglement, crush, cut, stab, puncture, shear, burn, strike, stuck by) W20 Slipping / tripping / stumbling / falling or unsuitable flooring W21 Excavations – More than 1.5m (Permit required and DBYD 1100) W22 Working at Heights – Falling from height or unprotected edges (permit required) W23 Working at Heights – several contractors working in the same area at same time W24 Falling objects W25 Noise W26 Radiation W27 Laceration from sharp or rough edges W28 Working on or near roads or adjacent / in close proximity to roads / traffic W29 Other (define) Code Asset Management - Due to… Applicable?A1 Property damage due to vehicle impact (truck, car forklift) A2 Property damage / loss due to aircraft impact

A3 Property damage / loss due to corrosion failure A4 Property damage / loss due to structural / fatigue failure A5 Property damage / loss due to lifting equipment failure A6 Property damage due to pressure vessel failure A7 Property damage due to “act of God” (flood, lighting, storm, cyclone, earthquake) A8 Damage to / loss of essential services (power, water, telecoms, gas etc) A9 Other (define) Code Financial Management – Due to… Applicable? F1 Loss of revenue/income F2 Increased costs / Budget over-expenditure F3 Other (define) Code Information Management – Due to… Applicable? IM1 Disruption to information services / communications / business IM2 Loss / corruption of records and/or data IM3 Other (define) Code Service Provision – Due to… Applicable? S11 Inconvenience to customers / clients S12 Loss of local / regional reputation S13 Viability of organisation on state/national level S14 Other (define) Code Legal Compliance – Due to… Applicable? L1 Loss of license L2 Court proceedings / fines L3 Prison term L4 Failure to meet legislative requirements L5 Reduced Security L6 Other (define) Code Environmental Management – Due to… Applicable? EM1 Release into waterways (incl. water table, ocean, groundwater, etc) EM2 Release into sewerage system EM3 Release into soil / contamination EM4 Firewater runoff EM5 Flora and/or fauna damage EM6 Environmental noise EM7 Release of toxic gas/vapour EM8 Odour release off-site EM9 Visual air pollution EM10 Other (specify)







* Refer to back pages for risk rating matrix and definitions

Code (Element at Risk)

(1*) Task / Activity

Risk / Hazard Involved

Current Controls (2*)

Risk Rating

Accept Risk? Y/N (4*)

Additional Controls Proposed

(3*)

Residual Risk Rating


Responsible Person

Lik

elih

oo

d

Co

nse

qu

ence

Ris

k

Lik

elih

oo

d

Co

nse

qu

ence

Ris

k

VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐

Responsible: Due Date:

VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐












Risk Rating



(3*)



Responsible Person

Lik

elih

oo

d

Co

nse

qu

ence

Ris

k

Lik

elih

oo

d

Co

nse

qu

ence

Ris

k

VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐












Risk Rating



(3*)



Responsible Person

Lik

elih

oo

d

Co

nse

qu

ence

Ris

k

Lik

elih

oo

d

Co

nse

qu

ence

Ris

k

VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐


VH ☐H ☐ M ☐ L ☐

No ☐

Yes ☐

VH ☐H ☐ M ☐L ☐

No ☐

Yes ☐








* RISK RATING MATRIX (Ref: AS/NZS ISO 31000: 2009 Risk Management)

CONSEQUENCE

Insignificant (1)

No injuries, low financial loss

Minor (2)

First aid treatment, onsite release immediately contained, medium financial loss

Moderate (3)

Medical treatment required, on site release contained with outside assistance, high financial loss

Major (4)

Extensive injuries, loss of production capability, off-site release with no detrimental effects, major financial loss

Catastrophic (5)

Death, toxic release off-site with detrimental effect, huge financial loss

LIK

EIH

OO

D

Event is expected to occur in most circumstances

Almost Certain

(A) Medium High High Very High Very High

Event will probably occur on most circumstances

Likely (B)

Medium Medium High High Very High

Event may occur at some time

Possible (C)

Low Medium High High High

Event is not expected to occur

Unlikely (D)

Low Low Medium High High

Event is likely to occur only in exceptional circumstances

Rare (E)

Low Low Medium Medium High

Hierarchy of Controls 1. Eliminate: remove the hazard completely 2. Substitute: replace a hazardous process/substance with one which is less hazardous 3. Isolation: remove the person from the hazardous environment or the hazardous environment form the person 4. Engineering: provide a physical barrier or other engineered modifications to manage the hazard 5. Administrative: establish policies, procedures & work practices, provide training 6. Personal Protective Equipment: use equipment that provides protection to all individual persons against the hazard

Reference 1 – Element at Risk refers to the 7 areas of possible/typical risks to be assessed. The table above has broken down these Elements even further and each risk is given a “code” definer. Reference 2 – Current Controls are those already in place to minimise the existing risk. Additional Controls are those still to be put in place. The Hierarchy of Controls should be referred to in regards to each existing and additional control (ie install safety guide {4} and use of PPE {6}). Reference 3 – Acceptance of Risk:: Initial Risk Extreme – NO – further mitigation required to manage risk High – NO – further mitigation required to manage risk Medium – YES or NO – can be accepted of further mitigation applied Low – YES

Residual Risk Extreme – cease activity, look for alternate options High – Management/Principal approval required Medium – manage by routine procedures Low – manage by routine procedures







8. SAFE WORK METHOD STATEMENTS (SWMS) Contractors must complete a SWMS prior to commencing the contract work if the contract work involves high risk construction work (refer to the WHS Construction Activities Guidance Checklist (template no. 4-5-454) if high risk construction work is being undertaken to check legislative requirements are met).

A SWMS sets out the work activities in a logical sequence and identifies hazards and describes control measures. The description of the process should not be so broad that it leaves out activities with the potential to cause accidents and prevents proper identification of the hazards, nor is it necessary to go into fine detail of the tasks. The SWMS must be able to be easily read by those who need to know what has been planned to manage the risks, implement the control measures and ensure the work is being carried out in accordance with the SWMS. Relevant persons include the:

(a) Supervisor of the high risk construction work; (b) Worker(s) carrying out the high risk construction work; and (c) the principal contractor (if it is a construction project) or the person who has management and control over the high

risk construction work. 1 Recommended steps for filling out the SWMS template

1.1 Consult with relevant workers, contractors and health and safety representatives involved with the high risk construction work, the activities involved and associated hazards, risks and controls.

1.2 In the ‘What is the high risk construction work?’ column, identify the high risk construction work for the construction work activity that will be undertaken.

1.3 In the ‘What are the hazards and risks?’ column, list the hazards and risks for each high risk construction work activity.

1.4 Identify the workplace circumstances that may affect the way in which the high risk construction work will be done. Examples of workplace circumstances that may impact on the hazards and risks include:

(a) information relating to the design of the structure, the workplace (e.g. location, access, transport), and information contained in the WHS Management Plan;

(b) information on any ‘essential services’ located on or near the workplace; (c) confirmation that the regulator has been advised of any ‘notifiable work’ (e.g. demolition work involving

explosives); and (d) safe work methods and plant to be used.

1.5 In the ‘How will the hazards and risks be controlled?’ column, select an appropriate control or combination of controls by working through the hierarchy of controls. It is important that you are able to justify why the selected control measure is reasonably practicable for the specific workplace.

2 Selecting control measures

2.1 Eliminate the risks so far as is reasonable practicable

2.2 If this is not reasonably practicable, minimise them so far as reasonably practicable by applying the following hierarchy of control measures:

(a) Minimise the risk by doing one or more of the following: iii. substituting the hazard; iv. isolating the hazard; and/or v. implementing engineering controls;

(b) If the risk still remains, minimise the remaining risk by implementing administrative controls (c) If the risk still remains, minimise the remaining risk by ensuring the provision and use of suitable personal

protective equipment (PPE). 3 SWMS compliance (information, monitoring and review)

3.1 Brief each team member on the SWMS before commencing work. Ensure each team member knows work is to stop if the SWMS is not followed.

3.2 Observe the work being carried out and monitor compliance with the SWMS. Review risk controls regularly, including:

(a) Before a change occurs to the work itself, the system of work or the work location (b) If a new hazard associated with the work is identified (c) When new or additional information about the hazard becomes available (d) When a notifiable incident occurs in relation to the work (e) When risk controls are inadequate or the SWMS is not being followed

In all of the above situations, stop the work, review the SWMS, adjust as required and re-brief the team.

3.3 Keep the SWMS in a readily available location for the duration of the high risk construction work.







DETERMINATION FOR TASK: DATE: / / HIGH RISK CONSTRUCTION WORK CHECKLIST Check box if undertaking any of the activities listed below. If any box is checked, work is classified as Construction or High Risk Construction Work, and the following Safe Work Method Statement / Emergency Response Plan / Authority to Work is to be completed.

CONSTRUCTION WORK: Is there any installation, testing or other activity being carried out in connection with the construction, alteration, conversion, fitting-out, commissioning, renovation, repair, maintenance, refurbishment, demolition, decommissioning or dismantling of a structure?

Will there be removal from the workplace of any product or waste resulting from demolition? Will the prefabrication or testing of elements, at a place specifically established for the construction work, for use in construction work, be done? (Note this only applies if, as part of your project, an area has been set up to prefabricate or test elements to be used in the project)

Is there the assembly of prefabricated elements to form a structure, or the disassembly of prefabricated elements forming part of a structure? Is there installation, testing or maintenance of an essential service in relation to a structure? Is there any work connected with an excavation? (See excavation and trenching procedure for specifics on managing this type of work) Is there any work connected with any preparatory work or site preparation (including landscaping) carried out in connection with any construction, alteration, conversion, fitting-out, commissioning, renovation, repair, maintenance, refurbishment, demolition, decommissioning or dismantling of a structure?

HIGH RISK CONSTRUCTION WORK: Does the work involve a risk of a person falling more than 3 metres? (See Prevention of falls procedure for specifics) Is the work carried out on a telecommunication tower? Does it involve demolition of an element of a structure that is load-bearing or otherwise related to the physical integrity of the structure? Does it involve, or is it likely to involve, the disturbance of asbestos? Does it involve structural alterations or repairs that require temporary support to prevent collapse? Is it carried out in or near a confined space? (See Confined Space procedure for specifics on managing this type of work) Is it carried out in or near— (i) a shaft or trench with an excavated depth greater than 1.5 metres; or (ii) a tunnel? (See Excavation and Trenching procedure) Does it involve the use of explosives? Is it carried out on or near pressurised gas distribution mains or piping? Is it carried out on or near chemical, fuel or refrigerant lines? Is it carried out on or near energised electrical installations or services? (See Electrical Safety procedure for specifics on managing this type of work) Is it carried out in an area that may have a contaminated or flammable atmosphere? Does it involve tilt-up or precast concrete? Is it carried out on, in or adjacent to a road, railway, shipping lane or other traffic corridor that is in use by traffic other than pedestrians? (See Work Zone Traffic Management Is it carried out in an area at a workplace in which there is any movement of powered mobile plant? (See Plant procedure for specifics on managing plant) Is it carried out in an area in which there are artificial extremes of temperature? Is it carried out in or near water or other liquid that involves a risk of drowning? Does it involve diving work?







SAFE WORK METHOD STATEMENT Work Activity Location

Company Name Site Responsible P

No What are the task

What are the hazards & risks? What are the control measures? Tick box to identify controls that have been implemented.

1 Site Preparation

Unauthorised access Vehicle Collision Struck by vehicle Poor Communication

Barricades / bollards if required Signage as per WZTM requirements WZTM ticket on person Utilise warning beacons on vehicles at all times Radio and Spot Tracker available and operational Detour signage where required Hi visibility clothing at all times

2 Start-up of Plant & Machinery

Exposure to noise Faulty equipment Moving parts

PPE (hearing protection) as required Pre-operational checks Guarding in place

3 Operation of Plant & Machinery Undertaking Task

Sight Distances / Glare / Inclement Weather Unauthorised operators Overhead / Underground essential services Lack of safety information / awareness Exposure to electricity Exposure to asbestos

Specific warning signage may be utilised to warn motorists Operate warning rotating beacons and reversing beepers at all times If poor visibility (e.g. heavy fog/rain/hail/dust), work will be suspended until conditions improve Appropriate operator’s license Obtain information on underground/overhead services when and if required Workers to read and sign this SWMS Workers to be WHS White Card accredited Electrical equipment tested and tagged, and portable RCDs used when applicable Asbestos register accessed prior to work commencing, when applicable

4 Emergency Response

Poor Communication Personal Injury Fire

Radio and Spot Tracker available and operational First Aid Kit in place and accessible Fire extinguisher/s in place (fully operational and tagged) Designated Emergency Assembly point assigned and all workers aware







No What are the task

What are the hazards & risks? What are the control measures? Tick box to identify controls that have been implemented.

5

Comments:

AUTHORITY TO UNDERTAKE CONSTRUCTION WORK: The hazard & risk control measures and precautions appropriate for safe execution of the construction tasks have been implemented, and the persons required to undertake work have been advised of and understand the requirements of this written authority. / / Site Supervisor: Signature: Date: / / Worker: Signature: Date: / / Worker: Signature: Date: / / Worker: Signature: Date: / / Contract/Project Manager Approval (Council): Signature: Date: / / Group Manager Approval (Council): Signature: Date:







9. WHS MANAGEMENT PLAN CHECKLIST A WHS Management Plan must be developed by the contractor for any high risk construction work valued over $450,000 and must address the following minimum requirements.

Principal Contractor: Project Description: WHS Management Plan Reviewer:

Date of review:

WHS Management Plan Requirements / Corrective action/comments The principal contractor is identified correctly (refer WHS Regulation 293)

Specific to this construction project (i.e. not a generic project management plan or work health and safety manual)

Contains names, positions and WHS responsibilities of all persons whose positions or roles involve specific WHS responsibilities in connection with the project (e.g. site supervisor, project manager, HSR, first aid officer)

Arrangements for consultation, cooperation and coordination of activities between the principal contractor and any shared duty holder(s)

Arrangements for handling any WHS incidents that may occur (e.g. reporting, investigation, non-disturbance of site)

Site-specific health and safety rules and how people will be informed of the rules (e.g. induction, signage, meetings)

Arrangements for collection, assessment, monitoring and review of safe work method statements throughout the project

Arrangements for each person who is to carry out construction work to be made aware of the content of the WHS Management Plan prior to commencement of work and following any revision

How people will be made aware of their right to inspect the WHS Management Plan

Arrangements relating to hazardous chemicals to be stored or used at the workplace (e.g. safety data sheets, bunding, security, licencing if required)

Arrangements for storage, movement and disposal of construction materials and waste at the workplace

Arrangements for safe storage and use of plant at the workplace

Arrangements for traffic in, or in the vicinity of, the workplace (e.g. WZTM, traffic management plan)

Obtaining and providing essential services information Arrangements for checking and maintaining currency of licences and training for workers







10. RECORD OF CONTRACTOR INDUCTIONS (ONLINE)

Please note that all persons supervising contract works must undertake Council’s online induction. If there are additional supervisors or you are utilising the services of sub-contractors, they must also complete the induction. Please provide Council’s procurement unit with the names and email addresses of any additional personnel or sub-contractors you require inducted and access details to the induction will be sent to them.

Online induction access details emailed to contractor by Procurement _______________ (date)

PRINT FULL NAME Employer Name Postal Address

Date Induction Completed

Induction Expiry Date

General Safety Booklet Signed and returned (tick)







11. SITE SPECIFIC INDUCTION Contractor: Date of induction: Contractor Contact Person: Phone: Council Contract/Project Manager: Phone: Location of Induction: Location of Contract Work:

ITEM DETAILS / COMMENTS

Mark when

complete

How to access Council Contact person(s)

Daily start and finish times:

Access to building/s including safe entry and exit

Access to work area/s

Impact on public and how should this be minimised

Emergency plan including assembly area, fire fighting equipment etc.

First Aid

Reporting of incidents/accidents

Environmental requirements

Flora and fauna

Dust suppression

Noise suppression

Clean up of work site area (during and at completion)

Use of chemicals and Safety Data Sheets

Noise (including noise level readings)

Traffic Management

Waste disposal

Location of asbestos and asbestos register

Licenses required

Relevant Risk Assessments, SWMS, SWI’s

Access to toilets/washing facilities

Other







12. CONTRACTOR MEETINGS Insert any minutes/notes from meetings with contractors here (example template below).

CITY OF WHYALLA

<PROJECT KICK OFF/SITE MEETING> MINUTES Project: Meeting Type: Location:

Date:

Time:

Invitees: Client: Contractor: Consultant:

Meeting Commenced at <insert time> 1. Apologies

2. Project Overview / Scope

3. Contracts 4. Project Delivery Schedule

5. Work Health and Safety

6. Administration

7. Communication

8. Other Business

9. Date of Next Meeting

Meeting Closed at ,<insert time>







13. CONTRACTOR MONITORING / SURVEILLANCE

13.1 Determination of Monitoring Frequency Risk level

Very High High Medium Low Monitoring Frequency based on risk rating Daily Weekly Fortnightly Monthly Other________________

13.2 Contractor Monitoring

Contractor: Contract No:

Purchase Order No.

Description of Works:

Location:

Inspection Dates Inspection

Time Undertaken

by Acceptable Not Acceptable Comments

General Yes No N/A

Is there evidence of risk assessment/s, SWMS or WHS management plan for the various project activities and tasks?

Are there SWMS, Risk Assessments/JSA’s, SOP’s, Work Instructions or other documented safe methods of work available?

Have site inductions been completed and are records available?

Does staff on site have appropriate licenses and permits, and are they current?

Formal agreement in place and current? Doc Man Ref: ICO_________

Public Liability and Return to Work certification in place and current?







13.3 Monitoring of Hazards and Controls

Any identified non-conformances or new hazards at monitoring visits should be ticked in the no column and the corrective action recorded in Corrective Action table. Please copy items 13.3 and 13.4 for any multiple visits.

Contract Name Inspection Date

Hazard ID No

Controls / Precautions Compliant Comments Yes No N/A

Asbestos 1 Asbestos register accessed prior to work commencing?

Chemical Exposure

2 Are hazardous chemicals / substances on site stored & labelled appropriately, with SDS available?

Confined Space 3 Confined Space Permit issued?

4 Are observers in place?

Electrical 5 Are Electrical hazards and risks controlled (RCD usage, equipment tested and tagged)?

Excavation 6 Are measures in place to prevent collapse? Is a permit in place?

Falling Objects 7 Controls in place (e.g. barriers, tools secured)

8 Safety helmets worn if required?

Fire / Explosion

9 Appropriate Fire Extinguishers Available and inspected?

10 Ignition sources removed to safe distance?

11 Flammables substances stored and labelled appropriately?

First Aid / Emergency Plan

12 Is there a First Aid kit on site appropriate to needs?

13 Is someone trained to give first aid where required?

14 Emergency Response Plan in place and accessible where relevant?

Gas / Fumes 15 Appropriate ventilation in place and respiratory protection worn?

Hazardous Manual Tasks

16 Mechanical, team lifts & other measures (e.g. job rotation) utilised where practical?

Housekeeping 17 Is housekeeping acceptable? (storage, safe access, slips & trips, trailing electrical cables etc.)

Mobile Plant 18

Are plant and equipment operated according to instructions, SWIs?

19 Plant in good order with safety features (e.g. rotating lights, guards) operational?

PPE 20 Appropriate PPE being utilised? Head wear / eye wear / hearing protection / respirator-mask / wet weather gear / gloves / safety boots / hi vis clothing

Remote or Isolated

21 Communication systems with remote and isolated workers are in place and tested?

Site Security 22 Worksite secure from unauthorised access?

Traffic / Pedestrians

23 Traffic Control Signage - accordance with appropriate Field Guide?

24 Traffic Management Plan in place and being followed?

25 Pedestrian Access given?

26 Barrier mesh / bollards / cones installed?

27 Speed restriction in place- 25kph/40 kph/Other ….kph

28 Other Signage

Compaction 29 Dial before you dig plans accessed?







Contract Name Inspection Date

Hazard ID No

Controls / Precautions Compliant Comments Yes No N/A

Underground/ Overhead 30 Dial before you dig plans accessed?

31 Spotters utilised where required

Welding 32 Welding shield in place and appropriate PPE utilised? Isa a permit in place?

Work Activity 33 Is there evidence of risk assessment/s, SWMS or WHS Management plan for the activities and tasks? (High risk construction work/construction projects)

34 Are JSAs or other documented safe methods of work available?

35 Have reasonably foreseeable hazards been identified and are they being controlled?

Work at Heights 36 Workers are appropriately licenced?

37 Controls in place to prevent falls (e.g. Harness, barrier)

Other 38

39

40

41

42

Notes/Comments:

13.4 Corrective Actions Required

ID No

Corrective Action Required If actions are required following Monitoring, Site Supervisor is to be notified immediately following inspection

By Whom Completion Date

/ /

/ /

/ /

/ /

/ /

Notes/Comments:

To be signed off when corrective action completed: / / Name (Council Contract/Project Manager) Sign Date

/ / Name (Contractor) Sign Date







14. PREFERRED CONTRACTORS

Contract Works Completion Date ______________________________________

Overall Rating for Future Contracts

In your observations is the Contractor meeting their obligations as assessed in this criteria? Yes No

Have identified Non-conformance(s) observations been discussed with the contractor? Yes N/A

Has the Contractor agreed to/or has rectified the non-conformance(s)? Yes No

Contractor to be listed as a Preferred Contractor of Council? Yes No

CONTRACTOR RATING

Unacceptable – failed to rectify corrective actions, frequent dispute regarding variations, poor customer service/interaction with residents etc.

Acceptable – rectified corrective actions in satisfactory time, fair and equitable dispute resolution re: variations or

alike, satisfactory customer service etc.

Outstanding – rectified corrective actions immediately, low/no variations (demonstrating more thorough quote), outstanding customer service etc.

Note: Any contractors rated at acceptable or outstanding will be added to the Preferred Contractor Register. Those marked at unacceptable will be removed from the register. Additional Comments/Instructions: Contract/Project Manager (name) ___________________________________________________________________ Signature: __________________________________________________________ Date:____________________

WHS CONTRACTOR MANAGEMENT PROCEDURE

ONE PAGE SUMMARY AND FLOW CHART

Version No: 2.0

Issued: July 2016

Next Review: July 2019


Key points The following aspects are the key areas that workers must be aware of from the WHS Contractor Management procedure.

Council has a legal obligation to manage the health and safety risks associated with the use of contractors and to make sure there is a systematic approach to the management of contractors. Council also want to engage quality contractors who are competent providers of the goods and services they are contracted to provide.

One of the requirements of the WHS Contractor Management Procedure is to maintain a

current Preferred Contractor Register. This list provides a pool of contractors who have demonstrated their ability to work within the requirements of the Work Health and Safety Act and Regulations, Approved Codes of Practice and relevant legislation and industry standards; and been assessed as having the necessary experience and skill to perform the contract work safely.

The procurement unit is responsible for maintaining the Council’s Preferred Contractor

Register and ensuring that the information is kept current and up to date. For a contractor to be included on Council’s Preferred Contractor Register they have to

either complete the Preferred Contractor Registration Application Form (Template No. 4-5-167) and supply Council with their relevant documentation or upload their documents via Council’s online Contractor Validation System. The procurement unit manages this process.

Council’s Preferred Contractor Register is available to Council Contract/Project Managers

and can be obtained through the Synergy Soft system or via the procurement unit. A range of people have specific responsibilities in relation to contractor management.

These include Group Managers, Project/Contract Managers, Procurement Officers and WHS Coordinator. If you undertake any of these roles, you will be given specific information and/or training in the organisation’s processes for contractor management and procurement.

For the purpose of this procedure, a Contract/Project Manager is anyone who has responsibility for managing a Council project or engaging a contractor to conduct work for and on behalf of the Council.

The Contract/Project Manager is responsible for ensuring that the all requirements outlined in the procedure are met and the WHS Contractor Management – Selection, Induction and Monitoring template (Template No. 4-5-450) is completed.

As part of the procedure, Contract/Project Managers must monitor the work undertaken by

contractors. All workers should report work methods of contractors that place people or property at risk.

If an injury or incident occur during contracted work, Council’s WHS Incident Reporting and Investigation process must be followed. Contractors must immediately inform the Contract/Project Manager of all incidents and complete the WHS Incident and Investigation Report Form (Template No. 4-5-201). Any notifiable incidents must be reported immediately to the Manager People and Performance Development.

A flow chart is attached for your information.

WHS CONTRACTOR MANAGEMENT PROCEDURE

ONE PAGE SUMMARY AND FLOW CHART

Version No: 2.0

Issued: July 2016

Next Review: July 2019


Process for adding contractor to Preferred Contractors List

Process for engaging contractor to undertake work

PROVIDE HAZARD IDENTIFICATION &

REQUEST CONTRACTOR TO

SUPPLY WHS INFORMATION WHS

INFORMATION REQUEST

WHS INFORMATION ACCEPTABLE ?

(Based on level of risk)

NO

FORWARD TO PROCUREMENT

OFFICE (PERSON WITH RESPONIBILTY FOR MANAGING THE

PREFERRED CONTRACTOR LIST)

YES

ADD CONTRACTOR TO “APPROVED

CONTRACTOR LIST”

“APPROVED CONTRACTOR

LIST”

NOMINATE PERSONNEL TO

MANAGE CONTRACTS

COMPLETE CONTRACT

MANAGER TRAINING

ENGAGE CONTRACTOR PER

“WHS contractor management procedure”

FORWARD ANY ADDITIONAL HAZARD INFO RELEVANT TO THE CONTRACT TO THE CONTRACTOR

CONFIRM CONTRACTOR IS

WORKING TO APPROPRIATE WHS DOCUMENTATION

IS DOCUMENTATION SUFFICIENT?

(Based on level of risk)

NO

YES

CONDUCT “SITE” & “JOB” INDUCTION (IF

NECESSARY)

MONITOR CONTRACT WORK

ENSURE JOB IS COMPLETED

SATISFACTORILY

COMPLETE CONTRACTOR SIGN

OFF

FORWARD TO PERSON WITH

RESPONIBILTY FOR MANAGING THE

PREFERRED CONTRACTOR LIST

REVIEW CONTRACTOR LIST”

“APPROVED CONTRACTOR

LIST”

COMPLETE GENERIC HAZARD

IDENTIFICATION

IDENTIFICATION OF CONTRACTORS TO

BE ADDED TO PREFERRED

CONTRACTOR LIST